Payment Requests

Payment Requests are used to request the purchase of goods and services for all student orgs. The process allows student orgs more control and transparency with all purchases and transactions.

The Student Org Finance Center processes the following types of Payment Requests:

• On-Campus Purchases
• Off-Campus Purchases
• Reimbursements
• Student Org to Student Org Transfers
• Donations

How to Submit a Payment Request

To submit a Payment Request, follow the steps below.

1. Follow the link to the Payment Request.
2. Complete Student Org Information.
3. Choose one of the Category's (five) Payment Request options. (see descriptions below)
4. Complete all request details. Be specific with your descriptions.
5. Download the Payment Form to Adobe, complete it, then save and upload it to the Payment Request. It will not function properly or calculate accurately if you edit it from a browser window.
   • Please do not submit scanned copies of the form.
   • Please do not print the form; complete it in pen or pencil, then scan and upload it.
6. Upload supporting documentation.
7. Upload supporting documentation in PDF format only.
   • Please ensure the payment request amount matches the supporting documentation.

Payment Request: On-Campus

All student orgs desiring to spend their funds on on-campus space, venues, and products must submit a Payment Request. On-Campus vendors/departments have been instructed only to provide services to student orgs if they have received the appropriate Approved Payment Request.

Some On-Campus vendors require estimates as supporting documentation. Those vendors are noted below; all others may use website pricing.

Examples of On-Campus vendors include but are not limited to:

• Campus Instructional Facility (CIF)
• Campus Recreation (ARC, CRCE, Illini Grove, Fields, Ice Arena, Digital Signage)
  • One month per Payment Request maximum.
• Foellinger Auditorium*
• Greg Hall, Theatre 112*
• Housing Digital Signage
• I-Hotel Ballroom/Conference Center*
  • Hotel rooms are considered an off-campus purchase.
• Illini Union Document Services*
• Illini Union Multimedia*
• Lincoln Hall Theatre*
• Temple Hoyne Buell Hall
• UI Police Security*
• University Catering*

*Denotes estimate required. Student orgs must contact the respective facility manager to request an estimate to submit as supporting documentation for processing a Payment Request.

Expected Revenue

If a student org does not have the funds in their general fund to cover the requested expense, they may use the expected revenue to cover the cost.

Example: Student Org wants to have a comedy show at Foellinger Auditorium. They received an estimate from the facility manager, costing $1,000.00. SOFC would approve $1,100.00 based on 110% of the original request. However, they only have $500.00 in their student org general fund. Since more is needed to cover the cost, the student Org will charge admission to the comedy show for an estimated revenue of $800.00. The $800.00 estimated revenue plus the $500.00 in their student org general fund is enough to cover the $1,100.00 required to approve the Payment Request. The SOFC will monitor the student org general fund for the deposit from the revenue for the invoice to be paid.

Approvals

• All On-Campus Payment Requests must be submitted before utilizing any space or receiving goods and services.
• All On-Campus Payment Requests will be approved at 110% over the requested amount
  • The SOFC will calculate 110%; please do not add yourself.
  • Should estimate costs exceed this amount, you are responsible for submitting a new/updated Payment Request.
• The SOFC will email the Treasurer with an attached PDF approval.
• The approval must be provided to the On-Campus vendor and attached to the Event Request (when applicable).

Payments

After the event has concluded or the goods and services have been provided/received, the On-Campus vendor will submit an invoice to the SOFC for payment. The invoice will reference the Payment Request # assigned to the approval. The SOFC will process a transfer from the student org general fund to the On-Campus vendor account.

Payment Request: Off-Campus (currently, only for orgs receiving SORF funding or that have a gift account)

This Payment Request option is only available to student orgs that have received SORF funding or that have a student org gift fund. An off-campus payment form must be submitted to purchase goods and services from non-university entities. This includes local/national stores and online purchases, including hotels, airlines, etc. This also provides payments to vendors such as speakers, performers, national organizations, etc.

Approvals

• All Off-Campus Payment Requests will be approved at 110% over the requested amount
  • The SOFC will calculate 110%; please do not add yourself.
  • Should estimate costs exceed this amount, you are responsible for submitting a new/updated Payment Request.
• Planning is crucial for this option as SOFC staff is limited – so please submit requests at least two (2) weeks before the event or when items are needed.
• Please include start and end dates if the purchase is for a service, subscription, membership, registration, or travel.
• The Treasurer or their designee may be required to schedule an in-person meeting to process the transaction in the Student Org Finance Center; however, only the Treasurer can submit the Off-Campus Payment Request.

Payments

If a direct payment needs to be made and a credit card cannot be used, the vendor must be set up in the university system with a vendor ID. If you or the vendor need clarification on whether they are in the university system, please get in touch with the SOFC for verification. If the vendor is not registered with the university system, a vendor information form will need to be completed by the vendor. The SOFC must initiate this form; therefore, please email the SOFC and provide the vendor’s name and email address. Please keep in mind that this process may take several weeks to complete.

Restrictions

Examples of items we cannot purchase include, but are not limited to:

• Alcohol
• Gift Cards
• Memberships (social organizations, warehouse discount clubs, city and Country Clubs, Health/Athletic Clubs)
• Prescription drugs and pharmaceuticals
• Radioactive materials
• Weapons, ammunition, or detonating equipment or material

Payment Request: Reimbursements

Student org members who pay for expenses from their personal funds can request reimbursement from their student org general fund. The SOFC will process the reimbursement through the university payables unit.

Approvals

• Each expensed item(s) must have an accompanying receipt or invoice, which clearly denotes services rendered or product purchased and has been paid in full.
  • Estimates, orders fulfilled, and confirmations do not meet this requirement.
  • Bank statements and canceled checks do not meet this requirement.
• Receipt amounts must match the amount provided on the Payment Request
  • Edit receipts as necessary to show the amount requested.
• Reimbursements submitted after 45 days from the date of purchase may have taxes assessed by the IRS and the State of Illinois.
• Reimbursements submitted 90 days from the date of purchase will not be processed.
• Payee must be a currently enrolled student at UIUC.
• Payee must set up an active direct deposit account in MY UI Info to receive payment.
• Payee must have an updated Permanent address listed in MY UI Info and used on the Reimbursement Payment Form. Please do not use the address where the student is living while attending UIUC.
• Reimbursements may not be processed from a gift fund.

Payments

• If all the above criteria are met, the reimbursement amount will be entered into the University’s payment system for processing.
• Reimbursements can take up to 8 weeks to receive.
• Payment will be issued directly to the payee on the payment form.

Payment Request: Donation

This option allows a student org to request a donation to a specific entity from your Student Org General Fund. The SOFC will process the payment through the University payment system.

Approvals

• An invoice is required as supporting documentation. The invoice should state the recipient and the donation's intent.
• Recipient of donation must be set up in the University system as a vendor.
  • If you or the vendor need clarification on whether they are in the university system, please get in touch with the SOFC for verification.
  • If the vendor is not registered with the university system, a vendor information form will need to be completed by the vendor.
  • The SOFC must initiate this form; therefore, please email the SOFC and provide the vendor’s name and email address.
  • Please remember that this process may take several weeks to complete.

Payments

• If all the above criteria are met, the donation amount will be entered into the University’s payment system for processing.
• Payment will be issued directly to the recipient.

Payment Request: Student Org to Student Org Transfer

This request is used if a student org wishes to contribute money to another student org.

Approvals

• An invoice is required as supporting documentation. The invoice should state the purpose of the transfer.

Payments

• If all the above criteria are met, the SOFC will make the transfer.